Open Outlook 2016 for Mac. In Outlook 2016 for Mac, Focused Inbox is only available for Microsoft 365 Apps for business Emails. Select Always move to Focused inbox if you want all future messages from the sender to be delivered to the Focused tab.
![]() To get an overview of the total size of your mailbox and each individual folder you can open the Folder Size dialog File-> section Info-> button Cleanup Tools-> Mailbox Cleanup…File-> section Info-> Tools-> Mailbox Cleanup… Add-ins to help process emails and attachmentsBefore starting with cleaning up, you’ll first need to know how “dirty” your mailbox really is. General tips to keep your mailbox small Spark for Teams allows you to create, discuss. To verify this, or to add this column How big are the e-mails?To see how big the individual messages are, you might need to add the “Size” column to your view. You only have to look at the Local Data tab cleanup changes you make will automatically take place on the server as well.However, when you use Outlook 2013, 2016, 2019 or Office 365 and have the Sync Slider set to not sync all your mail from your mailbox, then take a look at the Server Data tab instead as otherwise you’ll miss the amount of data which is only kept on the server.To see your current sync settings in Outlook 2013, 2016, 2019 and Office 365 use:File-> Account Settings-> Account Settings…-> double click on your Exchange account.Click here if you are not familiar with sizes in “bits and bytes”. It is recommended to use the Single Line Layout instead and disable the Reading Pane or setting it to the bottom while cleaning up based on size. If the “Size” field is not visible yet in the right list named “Show these fields in this order”, select it in the left list name “Available fields” and press the Add button.You’ll now see the “Size” column in your Outlook view when you are using the Single Line Layout.If you are using a multi-line layout in Outlook 2007 or Outlook 2010 (which is the default), you’ll see the size of the message when hovering on the message with your mouse as well.A tooltip revealing the message size in Outlook 2007.In Outlook 2013, 2016, 2019 and Office 365, hovering on the item will not display a tooltip. In the Customize View dialog press the “Columns…” or “Fields…” button ![]() In most cases you’ll find that 20% of your mailbox items account for 80% of the size. Large messages need to go firstNow that the trash cans are empty, we’ll continue the cleanup process with first finding the largest chunks in the mailbox. Inbox, Sent Items and other subfoldersThese folders can all be tackled in pretty much the same way so we won’t discuss them individually.In most cases, you can even tackle them all at the same time and don’t have to deal with all your folders individually either. Once you’re done, you can easily empty the folder by right clicking on the folder and choose “Empty Folder”.If you are using a third party Junk E-mail filter which places the Junk Email messages into a folder of their own, you’ll probably won’t have the “Empty Folder” right click option but need to use “Delete All” instead.Outlook has a “Delete All” command for any folder. If so, you can move these to the appropriate folder. Free trial quicken for macYou still need the message but don’t need the attachment anymore Double click on the e-mail to open it-> right click the attachment and choose “Remove”. You don’t need the message or the attachment Use SHIFT+DELETE to delete the message at once If not a whole lot of messages are found, you can reduce this to 3072 KB (3 MB).As an alternative to Search Folders, you can also use the Mailbox Cleanup tool.Now that you have found the largest items in your mailbox, you basically have 4 options If you do not have this folder, you can create it via Right click on “Search Folders” in the Folder Pane-> New Search Folder…In the dialog that pops-up, select “Large mail” and set the “Show mail at least this large” option to 5120 KB (which is 5 MB). You still need the message and the attachment You can leave it then although this doesn’t help cleaning up. Then use SHIFT+DELETE to get rid of the message You don’t need the message but you still need the attachment Right click the attachment-> choose Save As and save the attachment. There is nothing wrong with that, but this also means that the last message that you have sent or received contains the entire discussion and that you can get rid of all the other messages from that discussion.To easily identify those messages, sort the folder or search results by the Subject field. Cleanup conversationsEver had some discussions via email? I’m sure you have and I’m also sure that most people reply with the original message quoted in the reply. For this search, do not set any criteria so all messages will be returned for the selected folders in a single overview. While some of them continue to hold their value, many of them do not and by sorting the mailbox by the From field, you’ll group all the newsletters from the same source together so you can easily remove them at once.This step might not help much in reducing the size of your mailbox that much, but it often will help you to greatly reduce the amount of emails in your mailbox.You can again use a Search Folder or Advanced Find for this. The reason for this is that you probably have subscribed yourself to a couple of newsletters. Mailbox Cleaner Archive Or DeleteIn case of the last, you can configure Outlook to automatically move items which are older than so many days, weeks or months. In that case, it doesn’t make much sense to keep it in your default Inbox folder or even in your default mailbox store anymore either.In these cases, you can move those items to either a separate folder or to a separate pst-file. But do you really need to have those things to be “in your face” all the time? Probably not. Old itemsThe last quick cleanup step for messages is archive or delete old items.I understand there are some things you need to keep forever and some things that you want to keep forever. When using Office 365 with the Single Line Ribbon, click on down arrow of the Delete button to see the Clean Up commands.You can set your cleanup preferences by going to File-> Options-> section: Mail-> option group: Conversation CleanupIf you are using an Exchange account, the Conversation Clean Up tools will only be available to you when you have your Exchange account configured to use Cached Exchange Mode.
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